How To Host A Successful Virtual Event : Tips and Practices

By Theme Buster

What is a Virtual Event?

In spite of the fact that the world is just beginning to get acquainted with virtual events, there is as yet a cloud encompassing what they are and how best to have one.

To put it plainly, virtual events replicate a physical event, however online. It permits you to have a worldwide conference, public exhibition, product launch etc from the solace of your home or office, utilizing just a PC and a stable internet connection.

What are the main highlights of a virtual event?

The possibilities seem to be limitless! While facilitating an event you can expect to create anything you would like to achieve through the facilities offered. This includes Live Workshops, Speaker Sessions and Presentations, Product Launches, Audience Engagement, the works!

There are no limits to what you can do. If you can just imagine taking your physical event and making it go digital, one can create a lobby, exhibition area, information desk which are all coordinated through clickable links and live chat software’s through which you can interact with your attendees.

Who can attend my virtual event?

Anyone with a stable internet connection, a laptop and an invitation can attend. There are special measures which we put in to place to protect your data and offer security. Your data is of high importance and is highly protected through security measures and entry to the event is also completely controlled.

Which companies should plan virtual events?

Every company that needs to organize physical events should organize a Virtual Event. Whether your business is driven by Dealer Meets, Conferences, Product Launches, Information Sharing, Networking, and everything else, A virtual Event is what can keep it going while this lasts.

Some of the biggest global corporates, through to small and medium businesses. They all share the same broad objective – to connect and communicate with their audiences (internal or external) in a meaningful and engaging way. A virtual event does this cost-efficiently, overcoming barriers like time, resource and location. For businesses hosting a virtual event, the biggest advantage is being able to reach an unlimited audience regardless of where they are in the world, with no need for expensive and environmentally unfriendly travel, a virtual event can boost your attendance rates dramatically.

Tips for hosting a virtual event:

virtual-event-studio

Proper Planning

It is important you plan what the objective of the event is. Accordingly measures need to be taken to make resources available to help meet that objective.

Ask yourself the following questions.

What sort of experience do you would like to convey?

Will the occasion be live, recorded, or both?

Where do I need my information to be seen?

Will get to be paid or free?

When is the best time to plan the event?

Will you require pre-registration?

By what means will you market and who will you invite?

Pick the correct Time

Picking the correct date and time for your event is significant, paying little mind to measure or stage. Before conveying “save the dates” to your invitees, do a little research. Ensure the date is free.

Contemplate time zones, as well. On the off chance that you intend to go worldwide, attempt your best to pick a period that works for however many of your clients and supporters as could reasonably be expected. On the off chance that that doesn’t appear to be conceivable, ensure content is open after live introductions for the individuals who couldn’t make it. It might likewise be advantageous to design various systems administration meetings and distinctive virtual occasions for various time regions.

Get ready for Tech Problems

In the event that physical occasions have hitches, virtual events have glitches.

Not all your audiences will necessarily be tech savvy. Have a support team in place and an FAQ sheet which can be referred to by audiences in case they are facing any hassles.

Engage your Audiences!

Hosting live virtual events

It’s simple: If you create opportunities for engagement, your audience will be more engaged. Why? It’s fun to see the outcomes of your engagement.

Here’s a simple example: Ask viewers to submit questions in comments or through a chat tool. Chances are the people who ask questions are going to stick around to see if they get answered. Pro tip: If you do this, make sure to have a moderator assigned to the task of fielding questions.

Virtually every online platform has interactive features. Ask people to participate in polls or quizzes. Encourage live-tweeting. Take requests and suggestions. Or simply shoutout names as people tune in. And at the end of the event, ask for feedback.

These tips are referred to from hootsuite

Mohit Solanki is a writer and editor who joined Resources Groups in December 2019. Previously, he has held positions in many Advertising Companies, and could be found writing around the internet about events, business solutions, and consultancy.

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